TN 1 (02-09)

RM 02019.003 Receive and Control Non-Program Requests for Copies of Employer Reports

A. Introduction - incoming correspondence to DERO

The Division of Earnings Records Operations (DERO), Earnings Finance and Enumeration Unit (EFEU) receive incoming correspondence from employers, third parties, Federal agencies, other organizations. These requests are received in the Wabash mailroom addressed to PO Box 33022, Baltimore, Maryland 21290-3022.

B. Control process for correspondence

  1. Open locked bag(s) and remove correspondence

  2. Endorse back of remittance(s)

  3. Screen and sort correspondence to determine if acceptable (RM 01470.003) or unacceptable RM 01473.000 according to the following chart.

    It the request isThen

    Unacceptable

    • Input request into MICES as a “Reject”.

    • Prepare Return Form Letter packet and check appropriate box

    • Enclose original correspondence, remittance and any other pertinent information

    • Mail to requestor

    • Close in MICES

    Acceptable

    • Obtain Employer Report Query (ERQY) RM 02019.004

    • Verify correct fee amount based on total number of W-2s shown on ERQY

    • Process remittance through Social Security Online Accounting and Reporting System (SSOARS)(GS 07-0308)

  4. Count all W-2 requests for the daily backlog

  5. Prepare Form SSA-6629 (Correspondence Control Sheet) RM 05015.003

  6. Input request into the Management Information Control and Earnings System (MICES)

    • Screen shows Actions - select Non Claims Add

    • Non Claims Add screen - in Control ID field, type the Control Identification Number shown on form SSA-6629

    • Tab to SSN field - type 9 digits shown in SSN field on Form SSA-6629 (i.e., 00100XXXX)

    • Enter Subject Code EN

    • First, middle, and last name fields - type employer/company name

    • Location field - enter your Desk #

    • Comments field - enter ER, EIN, tax years, and total number of W-3s/W-2s

    • Click OK after completion of each requested data entry


To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0102019003